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Rota List ​

View and manage staff schedules in a detailed list format.

Overview ​

The Rota List provides a detailed, text-based view of all scheduled shifts. Perfect for quick searches, bulk editing, and generating reports. Complements the visual timeline with detailed information and powerful filtering.

Accessing Rota List ​

Navigate to Rotas & Staff > Rota List

Rota List View

List View Layout ​

Default Display ​

The list shows:

Shift Columns

  • Date and day
  • Staff member name
  • Role/position
  • Start time
  • End time
  • Duration (hours)
  • Status
  • Venue (if multiple locations)

Optional Columns

  • Break duration
  • Hourly rate
  • Shift cost
  • Notes
  • Assigned by
  • Created date
  • Last modified

Customizing Columns ​

Configure your view:

  1. Click Columns or gear icon
  2. Check/uncheck columns to show/hide
  3. Drag to reorder columns
  4. Set default column widths
  5. Save as preset (optional)

Sorting ​

Click column headers to sort:

  • Date - Chronological order
  • Staff Name - Alphabetical
  • Time - Start/end time
  • Duration - Longest first
  • Status - Confirmed, pending, etc.
  • Cost - Highest to lowest

Click again to reverse sort order (ascending/descending).

Filtering Shifts ​

Date Filters ​

Narrow by date:

Preset Ranges

  • Today
  • This week
  • Next week
  • This month
  • Next month
  • Custom range

Date Range Picker

  • Select start date
  • Select end date
  • Apply filter
  • Clear to reset

Staff Filters ​

Filter by personnel:

Individual Staff

  • Select from dropdown
  • Multiple selection
  • Include/exclude
  • Team groups

By Role

  • All managers
  • All chefs
  • All servers
  • All bartenders
  • Custom roles

By Employment Type

  • Full-time
  • Part-time
  • Casual
  • Contract
  • Temporary

Status Filters ​

Filter by shift status:

  • Published - Released to staff
  • Draft - Not yet published
  • Confirmed - Staff accepted
  • Pending - Awaiting confirmation
  • Completed - Past shifts
  • Cancelled - No longer scheduled

Venue Filters ​

Multi-venue operations:

  • All venues
  • Specific location
  • Venue group
  • Multiple selection

Advanced Filters ​

Combine multiple criteria:

Shift Attributes

  • Duration (min/max hours)
  • Time of day
  • Day of week
  • Cost range
  • Overtime shifts
  • Split shifts

Staff Attributes

  • Experience level
  • Availability
  • Certification
  • Department
  • Manager

Searching ​

Fast lookup:

  1. Use search box
  2. Type staff name, role, or notes
  3. Results filter instantly
  4. Clear to reset

Detailed queries:

  • Search in specific fields
  • Multiple keywords
  • Date combinations
  • Complex criteria
  • Saved searches

Viewing Shift Details ​

Click to Expand ​

See full shift information:

  1. Click on any shift row
  2. Details panel opens
  3. View all information
  4. Click outside to close

Details Include:

  • All shift information
  • Staff contact details
  • Assigned tasks
  • Manager notes
  • Change history
  • Related shifts

Quick Actions ​

From list view:

  • Edit - Modify shift details
  • Delete - Remove shift
  • Clone - Create copy
  • Message - Contact staff
  • Report - Generate shift report

Creating Shifts ​

Add Single Shift ​

Create new shift from list:

  1. Click Add Shift or +
  2. Fill in shift details:
    • Select staff member
    • Choose date
    • Set start/end times
    • Select role
    • Add notes
  3. Save shift
  4. Notify staff (optional)

Bulk Create ​

Create multiple shifts:

  1. Click Bulk Add
  2. Select date range
  3. Choose staff members
  4. Set repeat pattern
  5. Configure shift times
  6. Review preview
  7. Create all shifts

Editing Shifts ​

Edit Single Shift ​

Modify individual shift:

  1. Click on shift or edit icon
  2. Change any details
  3. Add/update notes
  4. Save changes
  5. Notify staff of changes

Bulk Edit ​

Update multiple shifts:

  1. Select shifts (checkboxes)
  2. Click Bulk Edit
  3. Choose field to update
  4. Enter new value
  5. Apply to all selected
  6. Confirm changes

Bulk Edit Options:

  • Change start time
  • Change end time
  • Adjust duration
  • Update role
  • Change venue
  • Add notes
  • Update status

Copy/Paste Shifts ​

Duplicate schedules:

Copy Week

  1. Select week to copy
  2. Click Copy Week
  3. Choose destination week
  4. Paste schedule
  5. Adjust as needed

Copy Pattern

  1. Select shift pattern
  2. Copy to clipboard
  3. Select new dates
  4. Paste pattern
  5. Modify if needed

Deleting Shifts ​

Delete Single Shift ​

Remove individual shift:

  1. Select shift
  2. Click delete icon
  3. Confirm deletion
  4. Notify staff (optional)
  5. Shift removed

Bulk Delete ​

Remove multiple shifts:

  1. Select shifts to delete
  2. Click Delete Selected
  3. Review list
  4. Confirm deletion
  5. Batch notifications sent

Use Cases:

  • Cancel event shifts
  • Remove old drafts
  • Clear error entries
  • Seasonal closures

Publishing Schedules ​

Draft vs. Published ​

Draft Status

  • Not visible to staff
  • Work in progress
  • Can be modified freely
  • No notifications sent

Published Status

  • Visible to staff
  • Staff receive notifications
  • Locked for major changes
  • Change tracking enabled

Publishing Process ​

Release schedule to staff:

  1. Complete draft schedule
  2. Review for conflicts
  3. Check coverage
  4. Click Publish
  5. Select publish range
  6. Confirm publication
  7. Staff notified automatically

Un-publishing ​

Retract published schedule:

  1. Select published shifts
  2. Click Unpublish
  3. Shifts return to draft
  4. Staff notified of change
  5. Make corrections
  6. Re-publish when ready

Exporting & Reporting ​

Export List ​

Download schedule data:

Format Options

  • Excel (.xlsx)
  • CSV (.csv)
  • PDF (formatted)
  • Google Sheets
  • Text file

Export Settings

  1. Click Export
  2. Select date range
  3. Choose columns to include
  4. Select format
  5. Download file

Report Generation ​

Create detailed reports:

Standard Reports

  • Weekly schedule
  • Monthly overview
  • Staff hours summary
  • Labor cost report
  • Overtime report
  • Attendance summary

Custom Reports

  1. Choose report type
  2. Select parameters
  3. Configure layout
  4. Generate report
  5. Download or email

Professional printouts:

Print Settings

  • Portrait/landscape
  • Page size
  • Margins
  • Headers/footers
  • Color options
  • Grouped by staff/date

Labor Cost Analysis ​

Cost Calculations ​

Real-time cost tracking:

Per Shift

  • Hours × hourly rate
  • Overtime calculations
  • Break time (paid/unpaid)
  • Allowances/bonuses
  • Total shift cost

Summary Totals

  • Daily labor cost
  • Weekly labor cost
  • Monthly projections
  • Budget vs. actual
  • Cost per venue
  • Department costs

Budget Monitoring ​

Stay within budget:

Visual Indicators

  • Green: Under budget
  • Amber: Approaching limit
  • Red: Over budget
  • Percentage of budget used
  • Remaining budget

Budget Alerts

  • Warning at 80% budget
  • Alert at 100% budget
  • Overtime warnings
  • Excessive hours
  • Cost overruns

Shift Swaps & Requests ​

Pending Requests ​

View and manage:

Request Types

  • Shift swap requests
  • Time off requests
  • Shift pickup offers
  • Shift drop requests
  • Availability changes

Management Actions

  1. Review request details
  2. Check coverage impact
  3. Verify qualifications
  4. Approve or deny
  5. Notify all parties

Request History ​

Track all requests:

  • Date submitted
  • Request type
  • Staff member
  • Manager decision
  • Reason/notes
  • Resolution date

Attendance Tracking ​

Clock In/Out Data ​

Compare scheduled vs actual:

Metrics Displayed

  • Scheduled time
  • Actual start time
  • Actual end time
  • Late arrivals
  • Early departures
  • Total hours worked
  • Variance

Color Coding

  • Green: On time
  • Orange: Slightly late
  • Red: Significantly late
  • Grey: No-show

Attendance Rates ​

Monitor punctuality:

  • Individual attendance %
  • Team averages
  • Trend analysis
  • Problem identification
  • Recognition opportunities

Multi-Venue Management ​

Venue Switching ​

For multiple locations:

View Options

  • All venues combined
  • Single venue
  • Venue comparison
  • Consolidated view

Quick Switch

  • Dropdown selector
  • Venue tabs
  • Keyboard shortcuts
  • Recent venues

Cross-Venue Scheduling ​

Staff working multiple locations:

  • Visual indicators
  • Travel time considerations
  • Location conflicts
  • Cost allocation
  • Reporting by venue

Notifications ​

Automatic Alerts ​

System notifications for:

Schedule Events

  • New shifts assigned
  • Schedule published
  • Shift changed
  • Shift cancelled
  • Shift reminders

Request Updates

  • Swap approved/denied
  • Time off approved
  • Shift claimed
  • Coverage needed
  • Manager decisions

Compliance Warnings

  • Overtime approaching
  • Rest period violations
  • Excessive hours
  • Missing breaks
  • Labor law issues

Manual Notifications ​

Send custom messages:

  1. Select staff members
  2. Click Message or Notify
  3. Choose notification type
  4. Write message
  5. Send via email/SMS/app

Best Practices ​

Efficient List Management ​

  1. Use Filters - Narrow to relevant shifts
  2. Save Views - Custom filter presets
  3. Bulk Actions - Save time on repetitive tasks
  4. Regular Reviews - Check list daily
  5. Export Backups - Regular data exports

Schedule Planning ​

  1. Plan Ahead - 2-3 weeks minimum
  2. Check Costs - Monitor labor budget
  3. Review Conflicts - Address warnings
  4. Balance Teams - Mix experience levels
  5. Communicate Early - Publish schedules promptly

Data Accuracy ​

  1. Regular Updates - Keep information current
  2. Verify Changes - Double-check edits
  3. Document Notes - Add context
  4. Track Changes - Monitor history
  5. Audit Regularly - Spot errors early

Troubleshooting ​

List Not Updating ​

If data doesn't refresh:

  • Refresh page
  • Check filters applied
  • Verify date range
  • Clear browser cache
  • Check internet connection

Export Issues ​

Problems downloading:

  • Try different format
  • Reduce date range
  • Disable popup blocker
  • Check file permissions
  • Contact support

Incorrect Totals ​

If calculations seem wrong:

  • Verify hourly rates
  • Check overtime settings
  • Review break deductions
  • Confirm date range
  • Recalculate totals

Missing Shifts ​

Can't find expected shifts:

  • Review all filters
  • Check date range
  • Verify venue selection
  • Check status filter
  • Search by staff name

Support ​

Need help with Rota List?

Data Analysis

List view is perfect for detailed analysis, reporting, and bulk operations. Use filters to focus on specific scenarios.